Are the caterers you are considering familiar with your type of event and venue? Often times I'm quoted a guest room rate higher than what I see online on their regular website. When the responses come in this will soon separate those venues that have taken the time to read and respond fully from those that are not such a good match for your event or care less about securing your business. Don’t start from scratch. Value is also important as some event attendees stay on afterward or choose to visit early in order to make the most of the location/travel. These pieces show the enhanced possibilities in and around selecting a venue that truly fit every aspect of your event but we also want to make sure you consider the basics. Are they always happy to help? Now ask these same questions of the venue. Do they return calls promptly? (Not only does this give attendees something to do but vendors and sponsors may desire a space to meet with customers as well. If so, how much? The feedback collected offered terrific insight into how event professionals select venues and signaled a growing shift in their decision-making process. The obvious benefits include session tracking with precise accounting of how many people saw what session, and for how long. For venues, there are two issues here. Will your ideal attendee enjoy this space? This is ideal as if you have set dates which are not flexible you need to be prepared that several of the venues that make your shortlist will be booked already and so can be immediately ruled out. So make sure that you check out that information when choosing a venue for your event and save yourself some … This has resulted in a tremendous lack of consistency when it comes to venues and technology. For the city of Encinitas, the actual special event application is available here. Search engines and venue marketplaces are the clear winners in the research stage of the selection process, followed by social media and online reviews. This has caused uncomfortable situations for the provider, planner and client when their services are not needed or wanted. Healthy options are increasingly important when it comes to venue selection. Since the 1950’s to today, there has been a steady march forward, and meetings and events have become more and more reliant on technology to deliver on their promises to their attendees. Sensations No time is lost for the load in and load out in between the two events, slashing labor costs and access charges for early morning and late night setup, and sharing the cost of the logistics, production, AV, staging and labor within one venue. Whether that's to have fun and energize, deliver important messaging, to network, to celebrate, or to educate. Some exceptions to this rule may be items related to popular indoor sports such as basketball hoops and backboards, indoor soccer goals, volleyball nets, etc. Then there’s the myriad of practical considerations such as seating capacity, economic factors like … When running conferences and events, eventprofs often get involved in booking accommodation too. ", Jen Carlyle of Autumn Live adds: “The venue of the future has to be customer focused with outstanding service for organizer and event attendees. When it comes to venue research and booking, some planners seem to have tried technology once and decided that it can’t help them, which is a dangerous and ill-informed position to take in an industry where technology advances so quickly. The remaining 60% prefers in-person meetings or struggles with the platforms available, signaling an omnipresent resistance to using technology when it comes to critical processes of the event planning cycle and a preference of personal relationship over more rational ways of sourcing suppliers. David Shuster, Executive Producer at Summit Productions, sums it up by saying it as it is: “The venue of the future must have a uniqueness to separate it from competition, be flexible with its layout configurations”. Sometimes you have items on your event agenda that mean more than your branding. Despite rampant smartphone adoption and broadband speeds to match, most (78%) eventprofs feel that WiFi availability and performance is still a big issue for events. More than ever event planners are aware of the multiple options available and how far their budget will go, with pricing information often available freely on the various sites. For many planners sourcing where to hold their event is still a manual process. It’s also customary when negotiating on accommodation to request free site inspection rooms. I’ve seen elegant stage designs compromised because no one on the design team was informed a wheelchair ramp needed to be incorporated. Your negotiation strategy, therefore, starts way in advance of any direct contact with the venue itself as you immerse yourself virtually in the venue, gaining an in-depth understanding of its strengths along with its weaknesses. Which booths at the trade show are getting the most traffic? Among these regulations, there are premises licenses which are one of the legal requirements that you can obtain from relevant authorities in your area. With this in mind, visit your event venue to assess its suitability. Are AV options available? That confirms the impact that technology has on the experience of the event and how actively event professionals want a robust infrastructure for their selected site. Organizers will notice that the cost of the application increases based on the number of people who will attend. Here are some examples of those insights. Negotiating technology in a venue is way more than trying to secure free WiFi although some eventprofs - and even more venue managers - think that this is still the key variable. Within some venue finding platforms, you can also integrate your company calendar to ensure no internal diary clashes for the dates you are considering. They should also remember the need to be open and transparent and to display prices clearly on their website as more than 50% of event planners expect this to be the case. When asked to comment on the venue of the future, it’s clear that event professionals want to be respected by the venue. Armed with full knowledge of the venue and how closely it matches your requirements - or not, as the case may be – you’re in a strong position to negotiate overall terms and maximize value for you and your client. Implementation: Ensure workers/volunteers understand that the event is not over when the last buzzer sounds, but when event operations say it is. You might be able to share production and setup costs and save both of you money. Non-traditional is the fastest growing sector within the venue space and this, of course, can be attributed to the rise and rise of the sharing economy where “space” in general is seen as something shareable - for work, business or play. The venue of the future will be all-inclusive to reduce complexity and the number of vendors required to plan an event”. Not surprisingly, WiFi is still the number one item event professionals negotiate on the most with venues. While planners will generally do a good job of putting their AV company in touch with the venue to talk about “big picture” power needs, they frequently don't take into account the small power needs of their guests or staff. Venues that offer food and beverage, AV and production as part of the events package will often agree on discounts on total event spend, taking all elements into account. Make sure that they are able and willing to cater for special food requirements such as vegetarian food etc. Event planners need to be able to spot which are the best proposals received and which should be immediately discounted to create a credible shortlist. Just as some people believe there’s one perfect soul mate, there’s a venue out there that matches everything you need and its effect on your event will create a perfect marriage in form and fashion. Before narrowing down any search criteria see how many venues come up for the search location in total. Do you need formal or informal? For example, check that fire doors and walkways are clear. … be professional and talented in what you do in order to have success and show your venue, your value. Perhaps the most important gauge of a forward-thinking venue is how flexible and accommodating they are. Know the real value to you and your budget of any and all concessions such as early access. The benefits of such a system for the attendee can include precise location and mapping within a convention center or expo hall, including the fastest routes to their next meeting, or an alert that the vendor booth they wanted to stop by is immediately in the next aisle. Low ceilings will make a room loud in a crowd while expansive rooms may echo without softer surfaces. Can you be flexible with your dates? Organizers should thoroughly investigate information about the process of securing business licenses through their state before investing fully in their theater company, concert hall, performing arts center, or other entities. 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